HR & RECRUITING
Departing Employee Google Drive Ownership Transfer
On a scheduled sweep, this workflow finds files owned by employees marked as departed in monday, transfers ownership to their manager, and logs every reassignment.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily scheduled ownership sweep
- ActionFetch departed employees and managers from mondaymonday.com
- ActionSearch Drive for files owned by each employeeGoogle Drive
- LogicSkip employees with no owned files
- ActionTransfer file ownership to managerGoogle Drive
- OutputSend reassignment report to HR and managersSlack
What it does
Prevents orphaned documents when someone leaves. It reads the list of departed employees and their managers from monday, searches Google Drive for files each former employee still owns, and transfers ownership of those files to the designated manager. Each transfer is recorded so nothing silently disappears when the account is finally deleted.
When to use it
Run this in the days after a departure, before the Google Workspace account is suspended. Ideal when knowledge work lives in shared docs and a deleted account would orphan critical files that the rest of the team still needs.
How it works
- 1A daily schedule triggers the sweep.
- 2The workflow fetches employees with a "Departed" status and their manager mapping from monday.
- 3For each one, it searches Google Drive for files they own.
- 4A logic step skips employees with no remaining owned files.
- 5It transfers ownership of each remaining file to the recorded manager in Google Drive.
- 6A reassignment report listing files moved per employee is delivered to HR and the receiving managers.
Set it up
What you configure once, before turning it on.
- 1Connect monday.comVisual work management for teams.
- 2Connect Google DriveDocs, sheets, slides, files.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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